HYH Meeting Notes, 12/11/2025
Brett Neese
We're grateful for the following members who stepped up to help keep the space clean:
- Bathroom: Jay
- Sweep: Abi
- Kitchen: Sofia + Cyan
- Mopping: Andre
- Trash: Luis
- Windows: Robert Douglas
- Tables: Cyan
- Lost and Found: Rick
Old Business
December 27, 2025 Holiday Cleanup
No proposals will be discussed at the December 27th meeting due to the holiday. However, we invite all members to join us for a cleanup-only session to help prepare the lab for the new year.
New Business
Bylaw Change: Card Access Eligibility Requirements
Proposal: Update card access nomination eligibility requirements
- Change: Reduce minimum paid membership duration from 6 months to 2 months
- Rationale: The previous 6-month requirement (implemented in March) did not pass quorum. For 14 years, HeatSync had no time requirement. This change supports trusted long-term members who have recently reactivated paid status while maintaining cardholder voting safeguards.
Vote Result: 10 yea / 3 nay / 2 abstain (passed via secret ballot)
Status: Board ratified 12/12/2025
Discussion Notes:
- Maintains voting protections and cardholder governance integrity
- Concerns raised about co-hosting training and supervision of non-members
- The community's self-correcting feedback mechanism demonstrated effectiveness in vetting recent candidates
- Follow-up: Consider pairing card access with co-hosting/training requirements
Station & Equipment Reports
Highlights by Area
Arduino Night & Microcontrollers
Excellent turnout; the program continues to be a strong draw for the community.
3D Printing
Operational and running well with fewer trouble reports. The "Dragon" printer requires ongoing maintenance.
Woodshop
Anchor installation planned for the Maslow saw; general safety and organization improvements underway.
CRT Video Wall
Partially in use; team is sourcing visuals and planning relocation to reduce sun glare. ESP-based RF broadcast on channel 3 proposed.
Metal Shop
Major cleanup recently completed. Unused and broken tools (sandblaster, hydraulic press) are being prepared for sale via eBay and Facebook Marketplace. Arc welder assessment underway; replacement may be needed.
Welding (TIG)
Repairs in progress; expected completion within 3 weeks with support from Darryl and Cynthia.
Sewing
Strong attendance and engagement. Recent instruction includes straight and embroidery stitches; serger class planned for January.
Vinyl & Sublimation
Sublimation printer now live. Suggested donation: $1/page. Network naming and clear labeling in progress to prevent accidental use. Beginner classes and how-to guides forthcoming. Important: Use only the Epson with sublimation ink and paper.
Laser Station
Reminder to clean machines after each use. Post-holiday deep clean scheduled.
Electronics
Many donations currently being sorted. Reminder: Be selective with donations. Do NOT accept CRT monitors (disposal is costly). Do not bring in unattended items left outside; dispose of them safely instead.
15 Years of HeatSync: Milestones & Culture Report
Moheeb presented highlights from HeatSync's 15-year history. The presentation can be found here.
Fundraising Initiatives
Year-End Matching Donation
$1,000 matching donation offered to cover current-year shortfall. All member donations are encouraged!
Corporate Matching
Members can pay annual dues in January to take advantage of employer matching programs where applicable.
Grant Writing Support
Proposed grant-writing workshop to demystify the process and help members apply for funding. Organizational data will be compiled to streamline applications.
Upcoming Events
Haxmas: December 19–21
Action Items & Reminders
Community & Engagement
- Greet and integrate newcomers; connect them with relevant programs (e.g., Sewing Tuesdays, Arduino Night)
- Share projects and ask for help/tips
Facilities & Donations
- Be selective with donations; no CRT monitors unless pre-approved
- Continue metal shop decluttering and tool assessment
- Clean laser machines after use
- Do NOT stack items in the shower (prior misuse caused costly waste)
- Do not bring in unattended items left outside; dispose safely
Printing & Equipment
- Use only the Epson for sublimation printing
- Keep sublimation paper separate and labeled
- Rename printer on network to "SUBLIMATION PRINTER" to avoid accidental use
Finance & Payments
- Prefer Zelle or cash to avoid processing fees
Key Decisions
- Bylaw Change (Card Access): Passed (10-3-2) via secret ballot. Minimum paid membership duration for card access nomination reduced from 6 months to 2 months.
- Laser Engraver Auction: Tokens earned through cleanup tasks were pooled in the final bid (~11–12 tokens). The laser engraver was won for the lab and will remain available for community and Haxmas use.
Next Meeting: December 27, 2025 (Cleanup Only); January 8 (proposals + card access.)